ARK-TEX COUNCIL OF GOVERNMENTS REPORT ON AUDIT OF FINANCIAL STATEMENTS AND SUPPLEMENTAL INFORMATION

Transcription

1 ARK-TEX COUNCIL OF GOVERNMENTS REPORT ON AUDIT OF FINANCIAL STATEMENTS AND SUPPLEMENTAL INFORMATION FOR THE YEAR ENDED SEPTEMBER 30, 2013

2 ARK-TEX COUNCIL OF GOVERNMENTS TABLE OF CONTENTS SEPTEMBER 30, 2013 Page Number FINANCIAL SECTION Independent Auditors Report Management s Discussion and Analysis Basic Financial Statements Government-wide Financial Statements Statement of Net Position Statement of Activities Fund Financial Statements Balance Sheet Governmental Funds Statement of Revenues, Expenditures and Changes in Fund Balances Governmental Funds Reconciliation of the Statement of Revenues, Expenditures and Changes in Fund Balances of Governmental Funds to the Statement of Activities Notes to Financial Statements (continued) i

3 ARK-TEX COUNCIL OF GOVERNMENTS TABLE OF CONTENTS (Continued) SEPTEMBER 30, 2013 Page Number SUPPLEMENTAL INFORMATION Schedule of Revenues and Expenditures by Funding Source Schedule of Employee Benefits and Computation of Employee Benefit Rate Budget and Actual Schedule of Indirect Costs and Computation of Indirect Cost Rate Budget and Actual SINGLE AUDIT SECTION Independent Auditors Report on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards Independent Auditors Report on Compliance for Each Major Program and on Internal Control Over Compliance Required by OMB Circular A-133 and The State of Texas Uniform Grant Management Standards Schedule of Expenditures of Federal and State Awards Notes to Schedule of Expenditures of Federal and State Awards Schedule of Findings and Questioned Costs Summary Schedule of Prior Audit Findings ii

4 INDEPENDENT AUDITORS REPORT To the Board of Directors Ark-Tex Council of Governments Texarkana, Texas Report on the Financial Statements We have audited the accompanying financial statements of the governmental activities, the aggregate discretely presented component units, and each major fund of the Ark-Tex Council of Governments (the Council ), as of and for the year ended September 30, 2013, and the related notes to the financial statements, which collectively comprise the Council s basic financial statements as listed in the table of contents. Management s Responsibility for the Financial Statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with accounting principles generally accepted in the United States of America; this includes the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Auditors Responsibility Our responsibility is to express opinions on these financial statements based on our audit. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditors judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity s preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity s internal control. Accordingly, we express no such opinion. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinions WEST HIGHWAY 6 P. O. BOX WACO, TX (254) FAX: (254) AFFILIATE OFFICES: BROWNSVILLE, TX (956) HILLSBORO, TX (254) TEMPLE, TX (254) ALBUQUERQUE, NM (505)

5 Opinions In our opinion, the financial statements referred to above present fairly, in all material respects, the respective financial position of the governmental activities, the aggregate discretely presented component units, and each major fund of the Ark-Tex Council of Governments, as of September 30, 2013, and the respective changes in financial position for the year then ended in accordance with accounting principles generally accepted in the United States of America. Other Matters Required Supplementary Information Accounting principles generally accepted in the United States of America require that the management s discussion and analysis on pages 4 through 9 be presented to supplement the basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board, who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. We have applied certain limited procedures to the required supplementary information in accordance with auditing standards generally accepted in the United States of America, which consisted of inquiries of management about the methods of preparing the information and comparing the information for consistency with management s responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We do not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. Other Information Our audit was conducted for the purpose of forming opinions on the financial statements that collectively comprise the Council s basic financial statements. The supplemental schedules are presented for purposes of additional analysis and are not a required part of the basic financial statements. The schedule of expenditures of federal and state awards is presented for purposes of additional analysis as required by U.S. Office of Management and Budget Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations and the State of Texas Uniform Grant Management Standards, issued by the Governor s Office of Budget and Planning, and is also not a required part of the basic financial statements. The supplemental schedules and the schedule of expenditures of federal and state awards are the responsibility of management and were derived from and relate directly to the underlying accounting and other records used to prepare the basic financial statements. Such information has been subjected to the auditing procedures applied in the audit of the basic financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the basic financial statements or to the basic financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America. In our opinion, the supplemental schedules and the schedule of expenditures of federal and state awards are fairly stated in all material respects in relation to the basic financial statements as a whole. 2

6 Other Reporting Required by Government Auditing Standards In accordance with Government Auditing Standards, we have also issued our report dated March 26, 2014, on our consideration of the Council s internal control over financial reporting and on our tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements and other matters. The purpose of that report is to describe the scope of our testing of internal control over financial reporting and compliance and the results of that testing, and not to provide an opinion on internal control over financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the Council s internal control over financial reporting and compliance. Waco, Texas March 26,

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8 Management s Discussion and Analysis As management of the Ark-Tex Council of Governments, we offer readers of the Council s financial statements this narrative overview and analysis of the financial activities of the Council for the fiscal year ended September 30, FINANCIAL HIGHLIGHTS The assets of Ark-Tex Council of Governments exceeded its liabilities as of September 30, 2013, by $6,063,856 (net position). The Council s total net position decreased by $486,742. As of the close of the current fiscal year, Ark-Tex Council of Governments governmental funds reported combined ending fund balances of $4,276,728, a decrease of $161,653 in comparison with the prior year. As of September 30, 2013, unassigned fund balance for the General Fund was $1,953,602. OVERVIEW OF THE FINANCIAL STATEMENTS This discussion and analysis is intended to serve as an introduction to the Council s basic financial statements. The Council s basic financial statements are comprised of three components: (1) government-wide financial statements, (2) fund financial statements and (3) notes to the financial statements. This report also contains other supplementary information in addition to the basic financial statements themselves. Government-wide Financial Statements The government-wide financial statements are designed to provide readers with a broad overview of the Council s finances, in a manner similar to a private-sector business. The Statement of Net Position presents information on all of the Council s assets and liabilities, with the difference between the two reported as net position. Over time, increases or decreases in net position may serve as a useful indicator of whether the financial position of the Council is improving or deteriorating. The Statement of Activities presents information showing how the Council s net position changed during the fiscal year. All changes in net position are reported when the underlying event giving rise to the change occurs, regardless of the timing of related cash flows. Thus, revenues and expenses are reported in this statement for some items that will only result in cash flows in the future fiscal periods (e.g., earned but unused compensated absences). The government-wide financial statements can be found on pages of this report. 4

9 Fund Financial Statements A fund is a grouping of related accounts that is used to maintain control over resources that have been segregated for specific activities or objectives. The Council, like other state and local governments, uses fund accounting to ensure and demonstrate compliance with financerelated legal requirements. Governmental Funds Governmental funds are used to account for the same functions reported as governmental activities in the government-wide financial statements. However, unlike the governmentwide financial statements, governmental fund financial statements focus on current sources and uses of spendable resources, as well as on balances of spendable resources available at the end of the fiscal year. Such information may be useful in evaluating a government s near-term financing requirements. Because the focus of governmental funds is narrower than that of the government-wide financial statements, it is useful to compare the information presented for governmental funds with similar information presented for governmental activities in the government-wide financial statements. By doing so, readers may better understand the long-term impact of the government s near-term financing decisions. Both the governmental funds balance sheet and the governmental fund statements of revenues, expenditures, and changes in fund balances provide a reconciliation to facilitate this comparison between governmental funds and governmental activities. The Council maintains two individual governmental funds. Information is presented separately in the governmental fund balance sheet and in the governmental fund statement of revenues, expenditures and changes in fund balances for the General Fund and the Commission on State Emergency Communications Fund. The Council s Board approves a financial plan for revenue and expenditures in all funds. Although the financial plans are reviewed and approved by the Council s Board, they are not considered legally adopted budgets or appropriations. Accordingly, comparative budget and actual results are not presented in this report. The basic governmental fund financial statements can be found on pages of this report. Notes to the Financial Statements The notes provide additional information that is essential to a full understanding of the data provided in the government-wide and fund financial statements. The notes to the financial statements can be found beginning on page 15 of this report. Other Information In addition to the basic financial statements and accompanying notes, this report also presents other schedules that further support the information in the financial statements. The other schedules begin on page 24 of this report. 5

10 GOVERNMENT-WIDE FINANCIAL ANALYSIS As noted earlier, net position may serve over time as a useful indicator of a government s financial position. In the case of Ark-Tex Council of Governments, assets exceeded liabilities by $6,063,856 as of September 30, A portion of the Council s net position ($1,853,376) reflects its net investment in capital assets (e.g., land and building and equipment). The Council uses these capital assets to provide services; consequently, these assets are not available for future spending. Another portion of the Council s net position ($479,046) is restricted for federal and state programs. The remaining portion of the Council s net position ($3,731,434) is unrestricted. GOVERNMENT-WIDE NET POSITION Governmental Activities Current assets $ 5,141,317 $ 5,258,008 Capital assets 2,441,849 2,803,239 Total assets 7,583,166 8,061,247 Long-term liabilities 654, ,022 Other liabilities 864, ,627 Total liabilities 1,519,310 1,510,649 Net position: Net investment in capital assets 1,853,376 2,179,449 Restricted for federal and state programs 479, ,505 Unrestricted 3,731,434 3,599,644 Total net position $ 6,063,856 $ 6,550,598 6

11 The following table provides a summary of the Council s operations for the year ended September 30, Governmental activities decreased the Council s net position by $486,742. GOVERNMENT-WIDE CHANGES IN NET POSITION Governmental Activities Revenues: Program revenues: Charges for services $ 288,684 $ 256,177 Operating grants and contributions 14,344,515 15,453,567 General revenues: Grants and contributions not restricted 90,311 89,953 Miscellaneous income 101,671 50,705 Investment earnings 31,767 39,125 Total revenues 14,856,948 15,889,527 Expenses: General government 811,653 1,164,910 Housing and urban development 6,699,166 7,879,471 Aging 2,314,104 2,832,615 Transportation 3,338,544 2,961,495 Emergency communications 1,454,049 1,749,189 Environmental quality 254, ,232 Homeland security 255, ,353 Criminal justice 186, ,297 Interest on long-term debt 30,094 32,279 Total expenses 15,343,690 17,277,841 Change in net position ( 486,742) ( 1,388,314) Net position, beginning 6,550,598 7,938,912 Net position, ending $ 6,063,856 $ 6,550,598 The Council is approximately 95% percent funded by federal, state, and local grants and contributions, which determine funding for the region and the availability of services to be provided. During the current fiscal year, federal and state grant revenue decreased $782,202 (6%). The largest decreases in grant revenue were in the U.S. Department of Housing and Urban Development ($249,241), the Commission on State Emergency Communications ($278,396), and the Texas Department of Aging and Disability Services ($183,887). Total expenses decreased by $1,934,151 (11%). The largest decreases in expenses occurred in the Housing and Urban Development program ($1,180,305) and the Aging program ($518,511). 7

12 FINANCIAL ANALYSIS OF THE COUNCIL S FUNDS Governmental Funds The focus of Ark-Tex Council of Governments governmental funds is to provide information on near-term inflows, outflows, and balances of spendable resources. Such information is useful in assessing the Council s financing requirements. In particular, unassigned fund balance may serve as a useful measure of a government s net resources available for spending at the end of the fiscal year. At the end of the current fiscal year, Ark-Tex Council of Governments governmental funds reported combined ending fund balances of $4,276,728. Approximately 46% of this total amount ($1,953,602) constitutes unassigned fund balance. The remainder of the fund balance ($2,323,126) is either nonspendable, restricted, committed, or assigned. Refer to page 12 of this report for a more detailed presentation of governmental fund balances and to page 19 of this report for a more detailed description of fund balance classifications. CAPITAL ASSETS The Ark-Tex Council of Governments investment in capital assets for its governmental activities as of September 30, 2013, amounts to $2,441,849 (net of accumulated depreciation). This investment in capital assets includes land, building and equipment. Capital assets as of the end of the current fiscal year included the following: Land $ 273,500 $ 273,500 Construction-in-progress 77,952 - Buildings 1,499,268 1,499,268 Equipment 3,216,375 3,216,375 Less: accumulated depreciation ( 2,625,246) ( 2,185,904) Total capital assets $ 2,441,849 $ 2,803,239 Additional information on the Council s capital assets can be found in Note 4, page 22 of this report. DEBT ADMINISTRATION At the end of the current fiscal year, the Council had only one debt issue, a note payable issued in 2007 for the acquisition and renovation of the office at 4808 Elizabeth Street, Texarkana, Texas. At the close of the fiscal year, the Council owed $588,473 on the note. Additional information on the Council s long-term debt can be found on page 21 of this report. 8

13 ECONOMIC FACTORS The Ark-Tex Council of Governments is dependent on federal and state funding, which can vary widely from year to year. The federal and state economic condition and budget deficits can impact the reauthorization of funds available to local governments such as the Council. REQUESTS FOR INFORMATION The financial report is designed to provide a general overview of the Council s finances. If you have questions about this report or need any additional information, contact Brenda Davis, Director of Finance and Administration, at: Ark-Tex Council of Governments 4808 Elizabeth Street Texarkana, Texas Telephone Number: (903) address: bdavis@atcog.org 9

14 BASIC FINANCIAL STATEMENTS

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16 ARK-TEX COUNCIL OF GOVERNMENTS STATEMENT OF NET POSITION SEPTEMBER 30, 2013 Primary Government Component Units Governmental Activities NETEDD ATRDC ASSETS Cash and investments $ 2,549,663 $ 604,042 $ 145,971 Receivables: Grantors 1,012,687 1,811 - Notes receivable 1,120, ,304 - Other 10, Prepaid items 12, Due from component units 277, Due from Texarkana Urban Transit District 158, Capital assets: Land 273, Construction-in-progress 77,952 Buildings 1,499, Equipment 3,216, Less: accumulated depreciation ( 2,625,246) - - Total capital assets 2,441, Total assets 7,583,166 1,454, ,971 LIABILITIES Accounts payable 288, Due to primary government - 226,351 50,737 Accrued liabilities 75, Unearned revenue 347, Over allocated indirect costs and employee benefits 153, Due within one year: Note payable 37, Compensated absences 66, Due in more than one year: Note payable 551, Total liabilities 1,519, ,351 50,737 NET POSITION Net investment in capital assets 1,853, Restricted for federal and state programs 479,046 1,227,806 - Unrestricted 3,731,434-95,234 Total net position $ 6,063,856 $ 1,227,806 $ 95,234 The accompanying notes are an integral part of these financial statements. 10

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18 ARK-TEX COUNCIL OF GOVERNMENTS STATEMENT OF ACTIVITIES FOR THE YEAR ENDED SEPTEMBER 30, 2013 Net (Expense) Revenue and Changes in Net Position Expenses Primary After Program Revenues Government Component Units Indirect Allocation Charges Operating Cost of Indirect for Grants and Governmental Expenses Allocation Costs Services Contributions Activities NETEDD ATRDC Primary government Governmental activities: General government $ 784,782 $ 26,871 $ 811,653 $ 108,000 $ 697,178 $( 6,475) $ - $ - Housing and urban development 6,560, ,590 6,699,166 69,841 6,440,261 ( 189,064) - - Aging 2,192, ,109 2,314,104-2,264,793 ( 49,311) - - Transportation 3,105, ,747 3,338,544 43,624 2,837,109 ( 457,811) - - Emergency communications 1,362,702 91,347 1,454,049 20,085 1,387,779 ( 46,185) - - Environmental quality 237,561 17, , ,908 1, Homeland security 224,170 31, , ,945 66, Criminal justice 168,913 17, ,207 47, , Indirect costs 714,158 ( 714,158) Interest on long-term debt 30,094-30, ( 30,094) - - Total governmental activities $ 15,381,748 $( 38,058) $ 15,343,690 $ 288,684 $ 14,344,515 ( 710,491) - - Component units NETEDD $ 55,771 $ 16,938 $ 72,709 $ 32,065 $ 56,128-15,484 - ATRDC 117,509 21, ,629 84,079 80, ,725 Total component units $ 173,280 $ 38,058 $ 211,338 $ 116,144 $ 136,403-15,484 25,725 General revenues: Grants and contributions not restricted to specific programs 90, Unrestricted investment earnings 31, Miscellaneous 101, Total general revenues 223, Change in net position ( 486,742) 15,484 25,725 Net position - beginning 6,550,598 1,212,322 69,509 Net position - ending $ 6,063,856 $ 1,227,806 $ 95,234 The accompanying notes are an integral part of these financial statements. 11

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20 ARK-TEX COUNCIL OF GOVERNMENTS BALANCE SHEET GOVERNMENTAL FUNDS SEPTEMBER 30, 2013 Commission on State Total Emergency Governmental General Communications Funds ASSETS Cash and investments $ 2,132,565 $ 417,098 $ 2,549,663 Receivables: Grantors 1,012,687-1,012,687 Notes 1,120,011-1,120,011 Other 10,353-10,353 Prepaid items 12,826-12,826 Due from other funds 96,217-96,217 Due from component unit 277, ,088 Due from Texarkana Urban Transit District 158, ,689 Total assets $ 4,820,436 $ 417,098 $ 5,237,534 LIABILITIES AND FUND BALANCES Liabilities: Accounts payable $ 288,522 $ - $ 288,522 Accrued liabilities 75,168-75,168 Due to other funds - 96,217 96,217 Deferred revenue 26, , ,445 Over allocated indirect costs and employee benefits 153, ,454 Total liabilities 543, , ,806 Fund balances: Nonspendable 12,826-12,826 Restricted for Housing and Urban Development 479, ,046 Committed for Chapman Revolving Loan Fund 1,068,165-1,068,165 Assigned for: ETRAP/RBEG Revolving Loan Fund 711, ,660 Criminal Justice 51,429-51,429 Unassigned 1,953,602-1,953,602 Total fund balances 4,276,728-4,276,728 Total liabilities and fund balances $ 4,820,436 $ 417,098 Amounts reported for governmental activities in the statement of net position are different because: Capital assets used in governmental activities are not financial resources and, therefore, are not reported in the funds. Long-term liabilities are not due and payable in the current period and therefore are not reported in the funds. ( 2,441, ,721) Net position of governmental activities $ 6,063,856 The accompanying notes are an integral part of these financial statements. 12

21 ARK-TEX COUNCIL OF GOVERNMENTS STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES GOVERNMENTAL FUNDS FOR THE YEAR ENDED SEPTEMBER 30, 2013 Commission on State Total Emergency Governmental General Communications Funds REVENUES Federal $ 10,139,502 $ - $ 10,139,502 State 1,030,188 1,387,628 2,417,816 Local 1,988,654 20,085 2,008,739 Program income 96,291-96,291 Membership dues 60,311-60,311 Investment income 32, ,618 Miscellaneous 101, ,671 Total revenues 13,449,084 1,407,864 14,856,948 EXPENDITURES Current: General government 773, ,281 Housing and urban development 6,688,715-6,688,715 Aging 2,314,104-2,314,104 Transportation 3,012,139-3,012,139 Emergency communications - 1,403,557 1,403,557 Environmental quality 254, ,647 Homeland security 320, ,540 Criminal justice 186, ,207 Debt service: Principal 35,317-35,317 Interest 25,787 4,307 30,094 Total expenditures 13,610,737 1,407,864 15,018,601 EXCESS (DEFICIENCY) OF REVENUES OVER (UNDER) EXPENDITURES ( 161,653) - ( 161,653) FUND BALANCE, BEGINNING 4,438,381-4,438,381 FUND BALANCE, ENDING $ 4,276,728 $ - $ 4,276,728 The accompanying notes are an integral part of these financial statements. 13

22 ARK-TEX COUNCIL OF GOVERNMENTS RECONCILIATION OF THE STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES OF GOVERNMENTAL FUNDS TO THE STATEMENT OF ACTIVITIES FOR THE YEAR ENDED SEPTEMBER 30, 2013 Net change in fund balances - total governmental funds: $( 161,653) Amounts reported for Governmental Activities in the Statement of Activities are different because: Governmental funds report capital outlays as expenditures. However, in the statement of activities the cost of those assets is allocated over their estimated useful lives and reported as depreciation expense. This is the amount by which capital outlays exceeded depreciation in the current period. ( 361,390) The repayment of the principal of long-term debt consumes the current financial resources of governmental funds. However, this transaction has no effect on net position 35,317 Some expenses reported in the statement of activities do not require the use of current financial resources and these are not reported as expenditures in governmental funds. 984 Change in net position of governmental activities $( 486,742) The accompanying notes are an integral part of these financial statements. 14

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24 ARK-TEX COUNCIL OF GOVERNMENTS NOTES TO FINANCIAL STATEMENTS SEPTEMBER 30, SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES The financial statements of the Ark-Tex Council of Governments (the Council ) have been prepared in conformity with generally accepted accounting principles (GAAP) as applied to governmental units. The Governmental Accounting Standards Board (GASB) is the accepted standard-setting body for establishing governmental accounting and financial reporting principles. The following represents the significant accounting policies and practices used by the Council. A. Description of the Reporting Entity The Ark-Tex Council of Governments (the Council ) is a political subdivision organized under the statutes of the States of Arkansas and Texas, and is actively engaged in obtaining and administering various contracts and grants from state and federal agencies. The accompanying financial statements present the Council and its component units, entities for which the government is considered to be financially accountable. Each discretely presented component unit is reported in a separate column in the government-wide financial statements to emphasize that it is legally separate from the government. Discretely Presented Component Units The Ark-Tex Regional Development Company, Inc. (ATRDC) was created for the purpose of furthering the economic development and social welfare of its member counties by promoting and assisting the growth and development of business concerns, including small business concerns, in the area. The North East Texas Economic Development District (NETEDD) was created to formulate, develop and administer a program for long-range economic growth in order to improve economic conditions in the District. Both ATRDC and NETEDD are part of the Council s financial reporting entity because of the significant influence the Council holds over the programs, projects, and activities of each entity. 15

25 B. Government-wide and Fund Financial Statements The government-wide financial statements (i.e., the statement of net position and the statement of changes in net position) report information on all of the nonfiduciary activities of the primary government and its component units. The effect of interfund activity has been removed from these statements. Governmental activities are normally supported by intergovernmental revenue. The statement of activities demonstrates the degree to which the direct expenses of a given function or identifiable activity are offset by program revenue. Direct expenses are those that are clearly identifiable with a specific function or identifiable activity. Program revenue includes 1) charges to customers or applicants who purchase, use, or directly benefit from goods, services, or privileges provided by a given function or segment, and 2) grants and contributions that are restricted to meeting the operational or capital requirements of a particular function or segment. Other items not properly included among program revenue are reported instead as general revenue. Separate financial statements are provided for governmental funds. Major individual governmental funds are reported as separate columns in the fund financial statements. C. Measurement Focus, Basis of Accounting and Financial Statement Presentation The government-wide financial statements are reported using the economic resources measurement focus and the accrual basis of accounting. Revenue is recorded when earned and expenses are recorded when a liability is incurred, regardless of the timing of related cash flows. Grants and similar items are recognized as revenue as soon as all eligibility requirements imposed by the provider have been met. Governmental fund financial statements are reported using the current financial resources measurement focus and the modified accrual basis of accounting. Revenue is recognized as soon as it is both measurable and available. Revenue is considered to be available when it is collectible within the current period or soon enough thereafter to pay liabilities of the current period. For this purpose, the Council considers revenue to be available if it is collected within 60 days of the end of the current fiscal period. Expenditures generally are recorded when a liability is incurred, as under accrual accounting. However, debt service expenditures, as well as expenditures related to compensated absences and claims and judgments, are recorded only when payment is due. Expenditure-driven grants are recognized as revenue when the qualifying expenditures have been incurred and all other grant requirements have been met. Grant revenue, state financial assistance, and interest are susceptible to accrual. All other revenue items are considered to be measurable and available only when cash is received by the Council. The Council reports the following major governmental funds: The General Fund is the Council s primary operating fund. It accounts for all financial resources of the general government, except those required to be accounted for in another fund. The Commission on State Emergency Communications Fund is used to account for the activities of grants received from the Commission on State Emergency Communications that are legally restricted to expenditure for specified purposes. 16

26 D. Use of Estimates The preparation of financial statements in conformity with generally accepted accounting principles requires management to make estimates and assumptions that affect certain reported amounts and disclosures. Accordingly, actual results could differ from those estimates. E. Employee Benefits Allocation Plan Employee benefits are allocated to grants on a percentage determined by dividing the total estimated employee benefit costs by the estimated chargeable salaries (total salaries less release time for vacation, sick leave and holiday). The budgeted rate for the fiscal year ended September 30, 2013, was 56.6% and the actual rate was 51.3%. The cumulative difference between actual and allocated employee benefits at September 30, 2013, was an over-allocation of $228,108. The Council s approved benefits allocation plan provides for carryforward adjustments in the second subsequent year for under or overallocations of actual employee benefit costs. The financial statements therefore reflect under-allocations as an asset and over-allocations as a liability. F. Indirect Cost Allocation The indirect cost allocation plan of the Council charges indirect costs to grants on a percentage determined by dividing the estimated indirect costs for the period by the estimated total direct personnel costs. Total direct personnel costs include direct charge salaries and related employee benefits determined in accordance with the employee benefit allocation plan described above. Direct charges for space costs, printing and reproduction, telephone, postage and related equipment rental are made to the applicable grants. The budgeted allocation rate for the fiscal year ended September 30, 2013, was 33.3% and the actual rate was 31.8%. The difference resulted in a cumulative under-allocation of indirect costs at September 30, 2013, of $74,654. Consistent with the benefits allocation plan described earlier, the allocation differences are reflected as an asset or liability in the financial statements. G. Assets, Liabilities and Net Position or Equity Cash and Investments Cash and equivalents are defined as short-term, highly liquid investments that are both readily convertible to known amounts of cash and so near their maturity that they present insignificant risk of changes in value because of changes in interest rates. Cash and cash equivalents in the Council s financial statements include amounts in demand deposits and certificates of deposits. Interest is distributed according to each fund s relative percentage of the total pool. State statutes authorize the Council to invest in obligations of the United States, its agencies, certificates of deposits with banks and savings and local associations, bankers acceptances, commercial paper, mutual funds, investment pools and repurchase agreements with underlying collateral of government securities. The Council currently has no investments. 17

27 Grants Receivable Grants receivable represent amounts due from federal and state agencies for the various programs administered by the Council. The receivable includes amounts due on programs closed-out and those in progress as of September 30, Interfund Receivables and Payables During the course of operations, numerous transactions occur between individual funds that may result in amounts owed between funds. Those related to goods and services type transactions are classified as due to and from other funds. Deferred Revenue Deferred revenue represents amounts received from grantors in excess of expenditures for programs in progress as of September 30, Capital Assets Capital assets, which include property and equipment, are reported in the governmental activities column in the government-wide financial statements. Capital assets are defined by the government as assets with an initial, individual cost of more than $5,000 and an estimated useful life in excess of two years. Such assets are recorded at historical cost or estimated historical cost if purchased or constructed. Donated capital assets are recorded at estimated fair market value on the date received. The costs of normal maintenance and repairs are charged to operations as incurred. Improvements are capitalized and depreciated over the remaining useful lives of the related fixed assets, as applicable. Capital assets of the primary government are depreciated using the straight-line method over the following useful lives: Assets Years Buildings Equipment 3-7 Compensated Absences Employees earn ten (10) days of vacation per year during the first 5 years of service. From 6 to 9 full years of service, an employee earns 12 ½ days of vacation per year. During service years 10 until separation or retirement, employees accrue 15 days of vacation annually. Employees will be paid for accrued vacation upon voluntary termination of employment provided they have been in a permanent fulltime position for six months or more. Regular fulltime employees are entitled to accrue 9 days of paid sick leave per year. At the time an employee s sick leave balance reaches maximum accrual (720 hours), the employee will not accrue any further sick leave nor will the employee be compensated for any excess. 18

28 Net Position Flow Assumption Sometimes the Council will fund outlays for a particular purpose from both restricted (e.g., restricted grant proceeds) and unrestricted resources. In order to calculate the amounts to report as restricted net position and unrestricted net position in the government-wide and proprietary fund financial statements, a flow assumption must be made about the order in which the resources are considered to be applied. It is the Council s policy to consider restricted net position to have been depleted before unrestricted net position is applied. Fund Balance Flow Assumption When an expenditure is incurred for purposes for which both restricted and unrestricted fund balance is available, the Council considers restricted funds to have been spent first. When an expenditure is incurred for which committed, assigned, or unassigned fund balances are available, the Council considers amounts to have been spent first out of committed funds, then assigned funds, and finally unassigned funds. Fund Balance Classification The governmental fund financial statements present fund balances based on classifications that comprise a hierarchy that is based primarily on the extent to which the Council is bound to honor constraints on the specific purposes for which amounts in the respective governmental funds can be spent. The classifications used in the governmental fund financial statements are as follows: Nonspendable: This classification includes amounts that cannot be spent because they are either (a) not in spendable form or (b) are legally or contractually required to be maintained intact. Nonspendable items are not expected to be converted to cash or are not expected to be converted to cash within the next year. Restricted: This classification includes amounts for which constraints have been placed on the use of the resources either (a) externally imposed by creditors, grantors, contributors, or laws or regulations of other governments, or (b) imposed by law through constitutional provisions or enabling legislation. Committed: This classification includes amounts that can be used only for specific purposes pursuant to constraints imposed by the Council s highest level of decision making authority. These amounts cannot be used for any other purpose unless the Board of Directors removes or changes the specified use by taking the same type of action that was employed when the funds were initially committed. This classification also includes contractual obligations to the extent that existing resources have been specifically committed for use in satisfying those contractual requirements. Assigned: This classification includes amounts that are constrained by the Council s intent to be used for a specific purpose but are neither restricted nor committed. This intent can be expressed by the Board of Directors. Unassigned: This classification includes the residual fund balance for the General Fund. The unassigned classification also includes negative residual fund balance of any other governmental fund that cannot be eliminated by offsetting of assigned fund balance amounts. 19

29 2. RECONCILIATION OF GOVERNMENT-WIDE AND FUND FINANCIAL STATEMENTS Explanation of Certain Differences Between the Governmental Fund Statement of Revenue, Expenditures and Changes in Fund Balances and the Government-wide Statement of Activities The governmental fund statement of revenue, expenditures and changes in fund balances includes a reconciliation between net changes in fund balances total governmental fund and changes in net position of governmental activities as reported in the government-wide statement of activities. One element of that reconciliation explains, Governmental funds report capital outlays as expenditures. However, in the statement of activities the cost of those assets is allocated over their estimated useful lives and reported as depreciation expense. The details of this $361,390 difference are as follows: Capital outlay $ 77,952 Depreciation expense ( 439,342) Net adjustment to decrease net changes in fund balances - total governmental funds to arrive at changes in net position of governmental activities $( 361,390) 3. BUDGETARY INFORMATION The Board approves budgets for revenue and expenditures in all governmental funds. Budgets are made on a project (grant) basis, spanning more than one year. Appropriations for all projects lapse at the end of a contract period, which may not coincide with the fiscal year-end of ATCOG. Although the budgets are reviewed and approved by ATCOG s Board, they are not considered legally adopted annual budgets or appropriations. Accordingly, budgetary information is not presented in this report. 4. DETAILED NOTES ON ALL FUNDS Deposits and Investments The Public Funds Investment Act (Government Code Chapter 2256) contains specific provisions in the areas of investment practices, management reports and establishment of appropriate policies. Among other things, it requires the Council to adopt, implement, and publicize an investment policy. That policy must address the following areas: (1) safety of principal and liquidity, (2) portfolio diversification, (3) allowable investments, (4) acceptable risk levels, (5) expected rates of return, (6) maximum allowable stated maturity of portfolio investments, (7) maximum average dollar-weighted maturity allowed based on the stated maturity date for the portfolio, (8) investment staff quality and capabilities, and (9) bid solicitation preferences for certificates of deposit. Statutes authorize the Center to invest in (1) obligations of the U. S. Treasury, certain U. S. Agencies, and the State of Texas; (2) certificates of deposit, (3) certain municipal securities, (4) money market savings accounts, (5) repurchase agreements, (6) bankers acceptances, (7) Mutual Funds, (8) Investment pools, (9) guaranteed investment contracts, and (10) common trust funds. The Act also requires the Council to have independent auditors perform test procedures related to investment practices as provided by the Act. The Council is in substantial compliance with the requirements of the Act and with local policies. 20

30 In compliance with the Public Funds Investment Act, the Council has adopted a deposit and investment policy. That policy addresses the following risks: Custodial Credit Risk Deposits: In the case of deposits, this is the risk that, in the event of a bank failure, the Council s deposit may not be returned to it. As of September 30, 2013, the Council s deposit balance was fully collateralized with securities held by the pledging financial institution in the Council s name or by FDIC insurance. Credit Risk: It is the Council s policy to limit its investments to investment types with an investment quality rating not less than A or its equivalent by a nationally recognized statistical rating organization. Concentration of Credit Risk: Preservation and safety of principal shall be ensured through the allocation and diversification of portfolio consistent with the Council s investment policy, state and federal regulations and prudent investment practices. Only those securities allowed by the Council s investment policy and the Public Funds Investment Act of 1987 shall be purchased as part of the Fund s portfolio. Long-term Debt Long-term liability activity for the year ended September 30, 2013, was as follows: Beginning Ending Due Within Balance Additions Reductions Balance One Year Governmental activities Note payable $ 623,790 $ - $( 35,317) $ 588,473 $ 37,291 Compensated absences 67, ,541 ( 104,525) 66,248 66,248 Governmental activities long-term liabilities $ 691,022 $ 103,541 $( 139,842) $ 654,721 $ 103,539 Typically, all governmental funds assist in liquidating the leave time liability based on corresponding personnel costs. Annual debt service requirements to maturity for notes payable are as follows: Fiscal Year Ending Governmental Activities September 30, Principal Interest Total 2014 $ 37,291 $ 31,126 $ 68, ,374 29,043 68, ,808 24, ,537 Total $ 588,473 $ 84,898 $ 673,371 21

31 Capital Assets Primary government capital asset activity for the year ended September 30, 2013, is as follows: Beginning Ending Balance Increases Decreases Balance Capital assets, not being depreciated: Land 273, ,500 Construction-in-progress - 77,952-77,952 Total capital assets, not being depreciated 273,500 77, ,452 Capital assets, being depreciated: Buildings 1,499, ,499,268 Furniture, fixtures and equipment 3,216, ,216,375 Total capital assets, being depreciated 4,715, ,715,643 Less: accumulated depreciation for: Buildings ( 420,643) ( 86,017) - ( 506,660) Furniture, fixtures and equipment ( 1,765,261) ( 353,325) - ( 2,118,586) Total accumulated depreciation ( 2,185,904) ( 439,342) - ( 2,625,246) Total capital assets being depreciated, net 2,529,739 ( 439,342) - 2,090,397 Governmental activities capital assets, net $ 2,803,239 $( 361,390) $ - $ 2,441,849 Depreciation expense was charged to functions/programs of the primary government as follows: Governmental activities: General government $ 39,356 Housing and urban development 10,451 Transportation 326,405 Emergency communications 50,492 Homeland security 12,638 Total depreciation expense - governmental activities $ 439, EMPLOYEES MONEY PURCHASE PENSION PLAN The Council has a money purchase pension plan offered through a group annuity contract issued by American Funds. The Plan is an ERISA Section 404(c) plan. Each individual employee exercises control over the investments in their Plan account. The employees can give investment directions for their Plan account choosing from investment alternatives provided by the Plan and approved by the Council s Board of Directors. Under this Plan, the Council provides an annual contribution of 7% of gross salary to American Funds. The Company then distributes the funds to all employees accounts based on their direction. The Council s Board of Directors must approve any amendments to the level of contribution. 22

32 Vesting is determined by the number of years of service. An employee must have completed at least six (6) years of service before becoming 100% vested. For the year ended September 30, 2013, the Council s gross retirement payroll was $2,142,243, and the Council contributed $114,906 to the employees accounts, which represents 7% of covered payroll after various adjustments. 6. OTHER INFORMATION Risk Management The Council is exposed to various risks of loss related to torts; theft of, damage to and destruction of assets; errors and omissions; injuries to employees; and natural disasters. The Council maintains workers' compensation and other risks of loss coverage through commercial insurance carriers. The Council s management believes such coverage is sufficient to preclude any significant uninsured losses to the Council. There were no significant reductions in insurance coverage from coverage in the prior year. There were no insurance settlements that exceeded insurance coverage in any of the past three years. Contingencies The Council contracts with local governments or other local agencies to perform the specific services set forth in certain grant agreements. The Council disburses grant funds to the agencies based on expenditure reports received from each agency. Agencies expending $500,000 or more in the Council s grant funds are required to have an independent audit each year. Copies of such audits are required to be submitted to the Council. If such audits disclose expenditures not in accordance with terms of the grants, the grantor agency could disallow the costs and require reimbursements of the disallowed costs either from the Council or the subcontractor. The Council generally has the right of recovery from the subcontracted agencies. Audits of the agency's expenditures for the year ended September 30, 2013, have not been completed. Based on prior experience, the Council s management believes that the Council will not incur significant losses from possible grant disallowances. 23

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34 SUPPLEMENTAL INFORMATION

35 ARK-TEX COUNCIL OF GOVERNMENTS SCHEDULE OF REVENUES AND EXPENDITURES BY FUNDING SOURCE FOR THE YEAR ENDED SEPTEMBER 30, 2013 Governor's Texas Office of Texas Environmental Commission on Criminal Department of Protection Environmental Justice Transportation Agency Quality REVENUES Federal $ - $ 1,847,268 $ 91,243 $ 13,092 State 139, , ,482 Local 47, ,780-4,091 Program income - 43, Membership dues Investment earnings Miscellaneous Total revenues 186,676 2,880,733 91, ,665 EXPENDITURES General government Housing and urban development Aging Transportation - 3,012, Emergency communications Environmental quality , ,404 Homeland security Criminal justice 186, Debt service: Principal Interest ,261 Total expenditures $ 186,676 $ 3,012,638 $ 91,243 $ 164,665 24